
Notice of Board Meeting Sample
Certain powers of the Directors of a company can only be exercised on behalf of the company by means of Resolutions passed at a Meeting of the Board and not by a Resolution passed by circulation. Hence, Board Meetings are an important part of managing a private limited company in India. Under the Companies Act, 2013 the gap between two Board Meetings should not exceed one hundred twenty days. Hence, a company would need to conduct a minimum of 3 Board Meetings in year mandatorily.Time Frame for Issuing Notice of Board Meeting
Under Companies Act, a Meeting of the Board should be called by giving a Notice of Board Meeting in writing to every Director of the Company. The notice of board meeting must be in writing and should be given to every Director by hand or by speed post or by registered post or by facsimile or by e-mail or by any other electronic means. Notice convening a Meeting should be given at least seven days before the date of the Meeting, unless the Articles of Association prescribe a longer period. In case the company sends the Notice by speed post or by registered post, an additional two days should be added for the service of Notice. It is a best practice to send the agenda of the meeting along with the notice of board meeting. However, if the agenda is not available, the notice of board meeting can be sent before sending the agenda of the board meeting.Procedure for Issuing Notice of Board Meeting
Notice of board meeting should preferably be sent on the letter-head of the company. If it is not sent on the letter-head or if it is sent by e-mail or any other electronic means, a copy of the letter on the letterhead can be scanned and sent as an attachment. In case its sent only through email and/or company letterhead is not available, it should be sent from an official email id of the company and in the header or footer of the email, the name of the company and complete address of its registered office together with all its particulars such as Corporate Identification Number (CIN) must be specified. Finally, the date of Notice, authority and name and designation of the person who is issuing the Notice and preferably, the phone number of the Company Secretary or any other senior officer who could be contacted by the Directors for any clarifications or arrangements must be mentioned in the notice.Place of Board Meeting
Normally, Board Meetings are conducted at the registered office of the company. If the Meeting is at a venue other than the Registered Office / Corporate Office of the company, detailed location of such venue should be given in the notice of board meeting.Notice of Board Meeting Sample
NOTICE OF BOARD MEETING
NOTICE OF ....................... (SERIAL NUMBER OF MEETING) BOARD MEETING1 Mr. ....................... Director Company Name Address Line 1, Address Line 2, City, State & Pincode Dear Sir, NOTICE is hereby given that the ................................. (serial number of Meeting) Meeting of the Board of Directors of the company will be held on................................. (day of the week), the ................................. (date) ................................. (month) ...................... (year) at ...................... (a.m./p.m.) at...................... (Venue). The Agenda of the business to be transacted at the Meeting is enclosed/will follow. You may attend the Meeting through Electronic Mode, the details of which are enclosed. In case you desire to participate through such mode, please send a confirmation in this regard to .......................... (Name of Company Secretary/ Chairman/other Authorised Person), email ......................, Tel No. ...................... within ...................... days (time frame) to enable making necessary arrangements. Kindly make it convenient to attend the Meeting. Yours faithfully, (Signature) (Name) (Designation) (Email, phone No.)Related Guides
Popular Post

Starting a small business can be a transformative venture, offering the exciting opportunity...

Tax deduction at source, shortly and popularly known as TDS, was introduced by the Income Tax...

Goods & Services Tax Certificate is issued to people who are registered under GST...

GST registration applies to all individuals and entities supplying goods or services in India. GST...

Gift tax in India is applied when the value of the received gift exceeds ₹50,000 in the...

The Union Budget 2025 has brought significant changes to India’s personal income tax structure, raising the...

The Goods and Services Tax (GST) is an indirect tax system introduced in India in 2017. It functions...

A trademark search is simply checking if another person or organization does not already own the...

Section 194H of the Income Tax Act in India mandates the deduction of Tax at Source (TDS) on commission or brokerage...

Section 80G Deduction is a facility available in the Income Tax Act which allows taxpayers to...

The Income Tax Department (ITD) has not provided specific guidance on crypto taxes for Indian investors. However...

Internal audit applicability is a critical concept for companies in India, impacting various...

In the business world, two main types of companies exist: private company and public company...

Ministry of Finance vide a Notification No 05/2022- Central Tax (Rate) dated 13.7.2022 has issued...

The Central Board of Indirect Taxes and Customs (CBIC) has recently announced an extension...

Depreciation is a key concept in finance and accounting. It helps us manage how the value of...

Form 10IA of the Income Tax Department must be filed by taxpayers claiming income tax deduction...

The Goods and Services Tax (GST) system in India has been a significant reform in the country's...

India's Gross Domestic Product (GDP) benefits significantly from the substantial...

The Finance Act, 2023 introduced the MSME 45-day payment rule under Section 43B(h) of the Income Tax Act...

The Direct Tax Vivad Se Vishwas (DTVSV) Scheme, 2024, was announced by Union Finance Minister...